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HRAB 03-15-05 Meeting AgendaCOUNTY of FREDERICK Department of Planning and Development 540/665-5651 FAX: 540/665-6395 MEMORANDUM TO: Historic Resources Advisory Board FROM: Candice E. Perkins, Planner II' --",P RE: March Meeting Agenda DATE: March 4, 2005 The Frederick County Historic Resources Advisory Board (HRAB) will be meeting on Tuesday, March 15, 2005, at 7:30 p.m., in the Board of Supervisors' Executive Session Room* in the Frederick County Administration Building, 107 North Kent Street, Winchester, Virginia. The HRAB will discuss the following items: AGENDA Election of Officers 2. Discussion on the creation of bylaws for the HRAB. Please note that this is a very important meeting to attend. Due to there being no applicants present at this meeting, this is a good opportunity for a working meeting. As the HRAB is trying to structure itself to be more efficient, we need everyone's attendance. Please contact this office if you will not be able to attend the meeting. Thank you. *PLEASE NOTE MEETING LOCATION Access to this building is limited during the evening hours. Therefore, it will be necessary to enter the building through the rear door of the Board Room. I would encourage committee members to park in the county parking lot located behind the new addition (accessible off ofCameron Street). CEP/bad Attachments 107 North Kent Street, Suite 202 • Winchester, Virginia 22601-5000 D R A F T Task Group Report #1 Frederick County Historic Resources Board- March 2005 Introduction At the Frederick County Historic Resources Advisory Board (HRAB) meeting of February 15, 2005, a Task Group was formed to address several concerns. Rhoda Kriz (Member -At Large) and Hal Lehman (Member -Back Creek) agreed to serve on the Task Group with Candice Perkins (planning Staff). The major concerns of the ARA Board for the task group to study are outlined below: 1. For the past several meetings, there has not been a quorum of appointed members at meetings. This did not allow the group to adopt bylaws developed by the HRAB training sessions. These bylaws were based on the information and source materials provided by the Planning staff and Sympoetica, a company with expertise in this area, contracted by the County. 2. The bylaws and the Member Handbook would address the need for written procedures and a standard submission form, which the Board believes, would improve the uniformity and consistency of the HRAB reviews and recommendations. We also believe that written and "more organized" (conduct of meeting) procedures would better serve both the applicants and the general citizenry as well. 3. The need to be more proactive toward identifying areas or historic places in the County is an ongoing concern. The HRAB is fortunate to have Maral Kalbian as Consultant, but an update and review by the HRAB might allow the HRAB to identify significant historic resources that are not within immediate or pending rezoning/ development. The Reconnaissance -level survey completed by Ms. Kalbian from 1988-1992 is a valuable resource but may need updating to identify where changes have taken place or preservation efforts are no longer feasible. First Step Recommendations The Task Group's initial findings and immediate recommendations are basically directed to currently appointed (voting) members whose attendance at future 2005 meetings to address these issues and the pending proposed bylaws is extremely important. Full meeting attendance is needed at this time so that all members of the Board can address these issues and concerns. If there is not sufficient interest to carry out the Board's mission and work, County Administration and/or the Board of Supervisors may need to be made aware of these problems. These officials may wish to reconstruct the HRAB to better fulfill the original purpose for creation or pursue other alternatives. Candice Perkins, Staff Planner H, was asked to transmit this brief initial report to each HRAB member for review and comment at the March meeting. BYLAWS FREDERICK COUNTY ITIS i ORIC RESOURCE AD`viSORY BOARD (HRAB) I. Purpose of the HRAB 1.1 Mission Statement - Provide guidance to the Planning Commission and Board of Supervisors on issues concerning the County's historic resources. 1.2 The HRAB was created in 1987 by the Frederick County Board of Supervisors to consider the impact of a rezoning or development on historically and architecturally significant sites and structures. 1.3 The HRAB will make recommendation of applications, either approval, approval with conditions or denial. The recommendation will be based upon the proposed treatment of historic resources as well as the degree of their significance. If conditions are placed on the application, they shall be based on attached document'Formulating Good Recommendations" II. Membership 2.1 The HRAB consists of nine voting members, one member from each magisterial district and three members at large. In addition to a Planning Commission Liaison, a staff member from the Planning Department, as well as an historic preservation consultant that advises the Board, also attend the meetings. 2.2 Members are appointed by the Board of Supervisors. 2.3 The Chairman and Vice Chairman shall be elected by the HRAB for a term of one year. 2.4 The HRAB will have an annual training session. 2.5 HRAB members will be encouraged to attend outside training sessions and conferences. 2.5 If an HRAB member has a conflict of interest with an application, it is expected that they refrain from making recommendations. III. Meetings 3.1 Meetings are held the third Tuesday of the month from 7:30pm to 9:00pm as needed, meetings are also open to the public. 3.2 Special meetings may be called for training sessions or if more time is needed for discussion of applications. Special meetings must be voted on by the HRAB and a majority vote must be obtained. 3.3 The staff member for the HRAB is required to make site inspections for all applications. The HRAB members are also encouraged to make site visits. 3.4 Since the HRAB is an advisory Board and only makes recommendations, public hearing and public notices are not required. 3.5 A majority is required for an approval or denial recommendation; however, all recommendations will be recorded. 3.6 The HRAB will be courteous and respectful to each other and all applicants. 3.7 Regular attendance is expected of all members of the HRAB. If a member is unable to attend, it is expected that he/she notify the staff. Once a member has missed three (3) unexcused HRAB meetings, he/she shall be referred for replacement. IV. Powers & Duties 4.1 The role of the HRAB is to make recommendations for properties that are or may be considered historic or potentially significant, once land development applications are submitted to the county for consideration. 4.2 Fulfill responsibilities as designated by the HA Historic Overlay Zone Ordinance (Article XVI HA Historic Area Overlay Zone —Frederick County Zoning Ordinance). 4.3 Make recommendations utilizing the "Formulating Good Recommendations" handout. (See attachment) V. Application Review Process 5.1 Applications must be received at least three (3) weeks prior to a scheduled HRAB meeting, ensuring that the HRAB will receive their agenda two (2) weeks prior to a meeting. Once an application is received, the staff member shall research the project and prepare an agenda for the HRAB Members. At the HRAB meeting, the applicant is expected to be present to answer any questions that the board may have. 5.2 The HRAB shall provide a recommendation to the applicant during the meeting unless the applicant requests to bring the application back to the board at a later time. 5.3 Staff is responsible for notifying the applicant in writing of the HRAB's action on the application. The notification letter should include all reasons for approval, approval with conditions or denial. VI. Bylaw Amendment Process 6.1 If a member of the HRAB desires to amend the bylaws, that member would need to bring up the recommendation under the "other" portion of the meeting. A vote would then be held with the members and if a majority vote is given a discussion will be held as to how to amend the bylaws. Once the changes have been discussed and agreed upon, staff will provide the HRAB members with a copy of the amended bylaws to adopt at the next scheduled meeting.